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Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 1
Reports, Proposals, and Instructions for the Workplace
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 2
Learning Objectives
Identify sources of primary and secondary information.
Identify the parts and characteristics of formal reports and informal reports.
Discuss variations of informal reports.
Explain the characteristics of instructions.
Prepare reports, proposals, and instructions by following the timely guidelines, implementing the CBO approach, and incorporating the six Cs.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 3
Section 1: Report Overview
A report is a planned, organized, factual presentation of information prepared for a specific purpose and for a specific audience.
Updates receivers
Makes recommendations
Gives results
Provides operational data
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 4
Report Types
Formal (Long) Report
Complex projects
Numerous parts
Detailed research
Formal language
Informal (Short) Report
Uncomplicated projects
Few parts
Limited research
Informal language
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 5
Report Functions
Annual report—summarizes a company’s accomplishments, finances, and significant events
Progress report—updates status of a project
Travel or trip report—summarizes travel agenda
Minutes—record of proceedings of a meeting
An informational report presents the facts but does not analyze the information, draw conclusions, or make recommendations.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 6
Report Functions (continued)
Feasibility report—examines a proposed course of action
Justification report—explains or recommends an action
An analytical report presents information, analyzes the information, draws conclusions, and sometimes includes recommendations.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 7
Compose a Draft
Style and vocabulary
Formal versus informal
Technical versus nontechnical vocabulary
Visuals and headings
Charts and tables
Headings and subheadings
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 8
Complete a Report
Ensure objective was met, content is correct and unbiased, and format guidelines were followed.
Confirm incorporation of six Cs of effective messages.
Verify readability.
Evaluate overall effectiveness.
Leave a positive impression.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 9
A formal report includes three parts:
Preliminary parts precede report body.
Report body contains information and visuals to support the report objective.
Supplementary parts follow the report body.
Section 2: Formal Reports
A formal report is prepared for a decision-making audience and typically requires in-depth investigation and team collaboration.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 10
Preliminary Parts
Title page—title, author, affiliation, date, receiver
Transmittal message—official submission of report
Table of contents—page numbers of report parts
List of illustrations—titles and page numbers of visuals
Executive summary—summary of key points
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 11
Report Body
Introduction—statement of authorization, purpose, background, scope, limitations, research sources, order of presentation
Text—details to support objective
Terminal section or conclusion—summary of key points, conclusions, and recommendations
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 12
Supplementary Parts
References (APA) or works cited (MLA) – alphabetical list of sources cited
Appendix—supplemental information not necessary to understand the report or too lengthy to include in the body
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 13
Report-Writing Mechanics
Margins
2-inch top margin on first page of report body, each preliminary part, and each supplementary part
1-inch top margin on all subsequent pages
1-inch bottom margin on all pages
1-inch side margins or 1.5-inch side margin for left-bound reports
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 14
Report-Writing Mechanics (continued)
Spacing
Double space and indent paragraphs or single space and double space between paragraphs.
Center title page vertically and horizontally; provide equal white space between elements.
Double space table of contents.
Align first line of each reference at left margin and indent subsequent lines of each reference.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 15
Report-Writing Mechanics (continued)
Reference and Parenthetical Citations
Enclose direct quotes in quotation marks.
Indent lengthy quotes from the body.
Credit quotes and paraphrases both in the document and in the References or Works Cited.
Enclose parenthetical citations in parentheses.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 16
Report-Writing Mechanics (continued)
Pagination
Preliminary parts numbered with lowercase roman numerals (ii, iii, iv, etc.)
Report body and supplementary parts numbered with arabic numerals (2, 3, 4, etc.)
Transmittal message neither numbered nor counted
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 17
Types of informal reports:
Memos
Letters
Fill-in report forms
Agendas and minutes of meetings
Section 3: Informal Reports
An informal report relays information about routine, short-term, or uncomplicated situations.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 18
Memo and Letter Reports
Memo Report
Distributed internally
Prepared using a memo template
Written in personal language
Arranged in direct pattern
Letter Report
Distributed externally
Prepared on company letterhead
Formatted as a business letter
Written in direct or indirect pattern
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 19
Fill-in Report Forms
Increase likelihood that essential information is provided
Allow limited space for explanations
Online or paper fill-in report forms and templates are used for routine reporting.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 20
Agendas and Minutes
Agendas
Structure of the meeting
Items for discussion and action
Presenters
Length of time devoted to each item
MinutesGroup, meeting time, date, locationPeople present and absentStatus of previous minutesOld and new business, reports, announcementsMotions, initiator, outcome of voteAdjournment remarksName and signature of person taking minutes
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 21
Prepared for internal receivers
Request a change or improvement inside a firm
Work within the chain of command
Prepared for external receivers
Sell a product or service
Solicited or unsolicited
Section 4: Proposals
A proposal identifies a need or problem and offers a plan to meet the need or solve the problem.
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 22
Proposal Format and Content
Format
Lengthy formal report for complex, large-scale problems
Short informal reports for simple problems
Content
Introduction—problem, solution, benefits
Text—background, details, qualifications
Terminal section—summary of solution, results, benefits
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 23
Introduction—reason for instruction, warnings, completion time
List of supplies—exact sizes, names, and quantities of tools and supplies in order used
Well-prepared instructions save time and money, promote safety, and increase productivity.
Section 5: Instructions
Effective Communication for Colleges, 11th ed., Brantley & Miller 2008©Chapter 11 – Slide 24
Instructions (continued)
Instructional steps—number required steps in chronological order; use imperative sentences with action verbs and concise familiar words; use exact measures, distances, and times; include warnings; add visuals; and give helpful tips.
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